HomeMy WebLinkAbout9 Board Room UpgradesTRUCKEE - AGENDA ITEM #9
Public District
MEETING DATE: September 1, 2021
TO: Board of Directors
FROM: Shanna D. Kuhlemier, District Clerk
SUBJECT: Consideration of a Contract with Diversified Systems
International (DSI) for Board Room Technology Upgrades
APPROVED BY
Brian C. Wright, General Manager
RECOMMENDATION:
Authorize the General Manager to execute a contract with Diversified Systems
International for Board Room technology upgrades in an amount of $31,285 plus a 10%
change order authorization for a total not to exceed contract amount of $34,413.
DISCUSSION:
In partnership with Truckee Tahoe Unified School District, the District started streaming
services in 2010, which required upgrades to the Board room technology. Since that
time, staff has maintained the system.
As of March 4, 2020, Governor Newsom proclaimed a state of emergency due to the
COVID-19 pandemic. On March 18, 2020, in response to the pandemic the District closed
public access to facilities and implemented alternative work schedules for staff depending
on critical workforce and operational needs. After revisions to the Executive Orders, on
March 20, 2020, Governor Newsome amended the Executive Order under N-29-20 that
suspended certain sections of the Ralph M. Brown Act (Brown Act), which relaxed
requirements around notification of teleconference locations, public addressing the
legislative body from those posted locations, and geographical requirements in District
boundaries.
The District responded by utilizing the Zoom platform for public meetings, allowing the
public to "observe" meetings using the streaming access on the website or through local
television channels. The public has also been able to participate using the questions and
answers function on Zoom. In April 2021, the District expanded the Zoom environment to
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include public comment via voice function.
The provisions within the Governor's executive order related the temporary suspension
of certain Brown Act requirements are set to expire on September 20, 2021. At the
June 16, 2021 meeting, the Board provided direction for staff to begin the transition
back to "in -person" public meetings. The proposed transition plan included a "hybrid -
Zoom" meeting beginning August 4t", and a full "In -person" public meeting no later than
October 6t". The hybrid -Zoom meeting is to include the Board of Directors participating
from the District's board room, while the public continues to participate real-time via
Zoom access and live streaming TV.
In early July, staff and the School District tested the system and determined the
technical components of the Board room were outdated and needed upgrades in order
to facilitate the hybrid configuration. District staff responded with a request for
proposals.
Proposals were due on August 10, 2021 and two proposals were received from DSI
Technology and Teledata Technologies out of Reno Nevada. Proposals were reviewed
by a committee consisting of the School District, IT staff, and Clerk's staff determining
that DSI Technologies was the preferred company to complete the upgrades. These
upgrades consist of cameras, controllers, installation of software upgrades, and wiring,
all compatible with the School District's system.
An additional component to the proposals was funding for hybrid meetings. With the
recent uptick in COVID-19, the Board would have the ability to transition between in -
person meetings and/or a mixture of in -person and Zoom.
FISCAL IMPACT:
While this specific project was not included in the Board approved 2021 Budget, the 2021
Budget includes $257,670 for Information Technology specific capital projects. Sufficient
funds exist within the approved FY21 budget for this procurement.
ATTACHMENTS:
None
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